Project reports and reviews
in CIP ICT-PSP
Coordinators Day
23 June 2011
Peter Diry
INFSO C5
Operations for ICT Research & Innovation
Reporting requirements
• Reporting periods defined in core agreement
(usually 12 months)
• Periodic reports (60 days after each period)
• Final report (60 days after end of project)
• Report on distribution of Community
financial contribution (30 days after receipt
of final payment)
• Deliverables (as in Annex I)
Project reports and reviews in CIP ICT-PSP – Coordinators Day, 23/06/2011
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Layout and content
• ICT PSP Guidance notes on project reporting
and
 Progress report template
can be found at
http://ec.europa.eu/information_society/activities/ict_psp/
participating/project_management
Projct reports and reviews in CIP ICT-PSP – Coordinators Day, 23/06/2011
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Periodic report
Periodic report, due 60 days after reporting period
(incl. last reporting period), comprises :
• Progress report
•
•
•
•
Declaration by the project coordinator
Publishable summary
Project progress
Use of resources (not for TN)
• Financial statements
• Financial statement from each beneficiary
• Summary financial report
• Financial certificates (where required)
For TN, only a simplified summary financial report
Project reports and reviews in CIP ICT-PSP – Coordinators Day, 23/06/2011
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Final report
Final report, due 60 days after end of project (in
addition to the periodic report for the last reporting period),
comprises :
• Final publishable summary
• Covers results, conclusions and socio-economic
impact
• Lists all beneficiaries with contact details
• Provides the address of the project public website
• Lists dissemination activities
Project reports and reviews in CIP ICT-PSP – Coordinators Day, 23/06/2011
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Transmission modalities
• One original (paper) copy and one electronic
copy
• Preferred format for electronic version: PDF
• Date of submission is date of receipt of the
original (paper) copy by the Commission
Project reports and reviews in CIP ICT-PSP – Coordinators Day, 23/06/2011
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Approval of reports and deliverables
• Commission has 105 days to evaluate reports and
deliverables and make payment
• No tacit approval of reports
• EC will pay interest on late payments automatically (unless
amount of interest  200€)
• Payment is made after approval of reports and
deliverables
• After reception of the reports the Commission may:
•
•
•
•
Approve the reports and deliverables
Reject the reports and deliverables
Suspend the time limit for approval
Suspend the payment in whole or in part
Project reports and reviews in CIP ICT-PSP – Coordinators Day, 23/06/2011
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Differences from FP7
• No certification on methodology
• Paper submission in addition to electronic
submission
• No questionnaires at the end of the project
• Overview table of actual vs planned personmonths requested
Project reports and reviews in CIP ICT-PSP – Coordinators Day, 23/06/2011
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Project technical reviews
• General principles
• Aim is to assess the work carried out under the
project over a certain period
• The Commission may initiate a technical review at
any time during and up to 5 years after the end of
the project
• It may be assisted by external experts (reviewers)
who give recommendations to the Commission.
• The final decision is taken only by the Commission.
The consolidated experts’ review report is
communicated to the project.
Project reports and reviews in CIP ICT-PSP – Coordinators Day, 23/06/2011
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Review objectives
• Assesses the work carried out under the project by
evaluating :
• The project reports and deliverables
• The proper use of resources wrt efficiency and
effectiveness
• The management of the project
• The expected impact
Project reports and reviews in CIP ICT-PSP – Coordinators Day, 23/06/2011
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Review modalities
• The identity of the appointed experts is communicated
to the project in advance
• Reviews may be carried out remotely or involve
sessions at the premises of the Commission or of the
beneficiaries
• Guidance notes on project technical reviews
and
Template for the technical review report
can be found at
http://ec.europa.eu/information_society/activities/ict_psp/
participating/project_management
Project reports and reviews in CIP ICT-PSP – Coordinators Day, 23/06/2011
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Review material
• Description of Work (Annex I to the grant agreement)
• Progress report for the period under review
• Deliverables due in this period, according to the
deliverable table in Annex I
• Reports from previous reviews
• Relevant work programme and call for proposals
• Any additional information requested by the
Commission
• For a final technical review, the final publishable
summary report should also be part of the material to
review
Project reports and reviews in CIP ICT-PSP – Coordinators Day, 23/06/2011
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Review outcome
•
Allow the project to continue without modification of Annex I or
with minor modifications
•
Consider that the project can only continue with major
modifications
•
Accept or reject reports and deliverables
•
Suspend the time limit for evaluating reports and deliverables and
disbursing the payments
•
Suspend the project
•
Initiate the termination of the grant agreement or of the
participation of any beneficiary
•
Reduce the grant, issue a recovery order regarding all or part of the
payments made and apply any applicable sanction.
Project reports and reviews in CIP ICT-PSP – Coordinators Day, 23/06/2011
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Thank you
for your attention!
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